Privacy - your data and your rights
IFRA - The International Fragrance Association - collects and processes
certain information about individuals. We want to inform you about how
and why we collect and process this data, and what your rights are
regarding this data.
Our 'data subjects' are individuals that include members, suppliers,
business contacts, participants at events, employees and other people
the association has a relationship with or may need to contact.
We are committed to handling personal data in compliance with the
law. As an organization with an operational centre in the European
Union, legal requirements include notably the EU's General Data
Protection Regulation (GDPR), which enters into force on 25 May 2018.
IFRA commits to collect and process personal data only when this data is:
- processed fairly, in a transparent way and based on valid legal grounds
- obtained for specific lawful purposes
- adequate, relevant and not excessive
- accurate and kept up to date
- not held for longer than necessary
- protected in appropriate ways and not transferred outside of the
European Economic Area unless adequate protective measures are in place.
We are also committed to establishing and maintaining procedural and technical measures to prevent data breaches.
What personal data do we collect?
Personal data means any information relating to an identified or
identifiable natural person. This means someone who can be identified,
directly or indirectly, by reference to information such as a name, an
identification number, location data, an online identifier or to one or
more factors specific to the physical, physiological, genetic, mental,
economic, cultural or social identify of that natural person.
IFRA may collect the following categories of personal data to the extent
necessary to achieve the purposes outlined in this policy:
- Identification data, such as first name, name, pictures, IP address, cookies, photographs
- Contact data, such as email address, telephone number, postal address
- Personal information, such as age, date of birth, gender, marital status, citizenship
- Financial data, such as bank account details
- Education and profession and employment data
In some circumstances, we also collect and process special
categories of data, such as health data, memberships or political
In most instances, we collect personal data directly from the data
subjects, but we may sometimes obtain personal data from third parties
(such as the data subject’s employer or from a public authority).
From whom do we collect personal data, and why?
IFRA collects personal data of staff for the purposes of managing and
administering, monitoring and supervising its personnel, based on legal
obligations or contracts with employees and consultants.
IFRA also processes personal data of candidates who apply for
employment at IFRA, based either on the candidates’ consent or on the
necessity to conclude a contract with candidates that have been
IFRA also has a legitimate interest in the processing of personal data
to the extent strictly necessary for the purposes of ensuring network
and information security.
For general membership administration, IFRA has legitimate
interests in the processing of personal data of the contact persons at
our members for the purpose of administering the membership and
collecting membership fees.
For contract management, IFRA has legitimate interests in the
processing of personal data of representatives and contact persons of
entities and associations with which we conclude contracts.
For public relations, IFRA processes contact details of Members of
Parliament, government officials, academics and other stakeholders for
the purposes of carrying out advocacy activities.
For organizing events and conferences, IFRA processes
identification details of individuals who register to participate in our
events and conferences. This is done for the purpose of managing the
registration to and participation in such events and to meet our
obligations as an event organizer. When working with event organizers,
we may share data with them for these same purposes, based on a clearly
defined and time-limited mission, and with a requirement not to store
data for longer than necessary and not to share data with third parties.
For website administration, IFRA processes identification data from
individuals who visit the IFRA website and express consent to using
cookies or provide personal information on the site.
How long do we keep personal data?
IFRA keeps personal data for the time that is strictly necessary to
achieve the purpose(s) for which they were collected, such as for the
duration of a contractual relationship or of a project, and for a period
of time thereafter if so required by applicable law or if in the
primary interests of the data subjects.
Do we transfer personal data?
IFRA does not transfer personal data outside of the European Economic
Area (EEA) unless adequate protective measures are in place.
What are your rights as data subjects and how to exercise them?
As data subject, you have the following rights with respect to personal
data we hold about you, subject to applicable legal restrictions:
- Right to access your personal data
- Right to rectify incorrect or incomplete personal data
- Right to erase your personal data
- Right to restrict processing of your personal data
- Right to data portability (to receive personal data concerning
you in a structured, commonly used and machine-readable format and to
transmit those data to another controller)
- Right to object to all or part of the processing, when legally allowed
- Right not to be subject to automated individual decision-making, including profiling within the limits set out by the law
- Right to withdraw consent at any time when we process your personal data based on your consent
- Right to lodge a complaint with a supervisory authority in the EU
If you wish to exercise any of these rights or if you are not satisfied
about how we protect your privacy, you should address your request by
email together with a copy of your ID (which we will only use to verify
your identity), to IFRA, as data controller, via firstname.lastname@example.org
, with the subject line 'Data protection request'.
Individuals will not be charged for subject access requests, except if
the requests are manifestly unfounded or excessive/repetitive. In such
cases, IFRA may charge a reasonable fee or refuse to act on the request.
IFRA aims to respond to data subject requests without undue delay, and in any event within one month of receipt of the request.
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